Other essential platform workflows

A short reference for the things you will do most often once you are past your first conversation.

Switch between projects

Use the Project card at the top of Home. Each project has its own documents, so switching changes what the answers can be based on. PhiBox remembers the last project you used and selects it again next time you sign in.

Click the card and type to filter a long list. It matches on any part of the project name or its identifier, so either works if you only remember one of them. Hovering the field shows an information icon listing everything it searches.

Find an earlier conversation

Your conversations for the current project are listed down the left of the chat, newest first, labelled with the date and time you last used them.

• Click any entry to reopen it and carry on where you left off.
• If the bin icon on an entry is enabled, click it to delete the conversation. Some installations restrict conversation deletion. When deletion is available, it is permanent.
• Use the menu icon at the top of the list to hide it and give the conversation the full width. The same icon, top left, brings it back.

Conversations belong to a project, so if a chat you remember is missing, check the Project card is on the project you had it in.

Manage the documents in a project

Go to Admin → your project → Files. From there you can:

• Browse the project's documents a page at a time, and search the page you are on by file name.
• Click a document to see its details. For example, you can see the document's title, description, date and labels.
• Delete a document you no longer want answered from.
• Open Queue to check what is still processing and retry anything that failed.

Adding documents is covered in How to upload documents.

Share an answer or a result

• From a chat: hover over the answer and click the copy button at its bottom-right corner. The full answer goes to your clipboard as Markdown text, ready to paste. Apps that understand Markdown can display its formatting.
• From an agent run: open the Workspace and download the file you want, or take everything at once with Download all as ZIP.

Switch between agents

On the Agents screen, use the selector at the top to move between agents. You can filter the list by team when there are more agents than fit on screen. Switching agents does not lose anything: each agent keeps its own steps and its own history of past runs.

Say whether an answer was useful

In Q&A v5 mode, every answer ends with Was this answer useful? and a thumbs up and thumbs down. Click one, and add a line of explanation if you have time, "it missed the 2024 version" is worth far more than a bare thumbs down.

The Feedback screen collects what everyone has sent, and can be filtered by project, by mode and by whether the feedback was positive, negative or neutral. It is the clearest picture of how well a project is actually working.

Understand who can see what

Access follows your access key: it sets which teams you belong to, and you can only open projects shared with those teams. That is why two colleagues can see different lists of projects. Only an administrator can change it, so if you need access to something, that is who to ask.

An access key can also be marked as an administrator key, which is what unlocks managing users, teams and access keys under Admin.

Administrators change a project's name and the teams it is shared with under Admin → project → Settings.

Invite someone to PhiBox

Administrators only. Nobody can sign themselves up: an account exists because an administrator created it, and the person is emailed a link to choose their own password.

1. Click Admin in the top bar and select any project. The management sections appear below the project's own settings, and only if your access key is an administrator one — if you do not see User Management, yours is not, and you will need to ask someone whose key is.
2. Open User Management → Add New User.
3. Stay on the Quick Start invitation tab. It is the one to use: you never handle anyone else's password.
4. Fill in the Email the invitation should go to. Name is optional and defaults to the part of the address before the @.
5. Under Access key, either assign an existing key or create a new one. This is the decision that matters. The key sets which teams the person belongs to, and therefore which projects they will be able to open.
6. Click Create and send invitation. You will see the address confirmed along with the date the link expires.

What to expect The link works once and then expires. Until it is used, the account is listed as Invitation pending. If the person misses the window or never received the email, use the resend button next to their name in the user list: it sends a new link to the same address and the old one stops working. If you see the invitation email could not be sent, the account was created but nothing reached them, so check the notification email settings and then resend.

The Create with a password tab sets an account up with a password you choose yourself. Use it only when you are handing the credentials over in person.

Sign out

Use the sign-out button at the right-hand end of the top bar. On a shared or public computer, sign out rather than only closing the tab.

What's next?

This guide covers everything you need for day-to-day work. Deeper material is on the way for the people who need it:

• For administrators: setting up projects, tuning the wording and search settings behind a project, managing teams, access keys and spending limits, and connecting outside systems. Many configuration fields under Admin already have help icons with plain-language explanations.
• For developers: PhiBox has a full REST API behind the screens you have been using, so you can upload documents and ask questions from your own software. The endpoint reference is available now at API reference (v5); a friendlier guide to building on top of it will follow.